These job descriptions are examples. Looking for work?

Find JobsFind Jobs

Congress Project Manager

0 people like this description

Seeking a Congress Project Manager who will oversee execution and manage all congress cross functional work streams, timelines and activities including; Association Communication, Finance, Compliance and Legal, Security, R & D,WW Commercial, WW Medical, Local Managing Country, Exhibit Services, Global Meetings Management, Medical Education Agencies, Competitive Intelligence, and PR Agencies.

Congress Managers will be responsible for:

• Researching international congresses for therapeutic areas and their available sponsorships opportunities
• Attending Association Business Meetings and reviewing and scoping out booth placement and ancillary meeting space as well as recommendations of hotel housing options to the 3rd party vendor
• Partner with the Associations to create new support opportunities – keep goals and objectives in mind
• Partner with Exhibit Services to coordinate booth development and execution
• Oversee congress tactics to include but not limited to the congress specific sponsorship packages: Mailers, bag inserts, e-blasts, symposia, ancillary meetings, receptions and meetings in general.
• Developing and maintaining a congress budget with the assistance of Global Meeting Management in reviewing post congress budget reconciliation, finalizing and verifying all expenses
• Initiating contact with the markets on the attendee list from each market and seeking final approval of the attendee list
• Execution of compliance training for each individual congress – where appropriate
• Compiling initial event and final confirmation details to the markets
• Approving venues, hotel housing blocks
• Collaborating with all vendors, management and the congress team to ensure event execution runs smoothly
• Maintaining records of event activities; electronic and hard files
• Review and execute on mobile apps for congresses for internal customers - where appropriate
• Recommend and review with 3rd party vendor on internal registration sites for housing and activities that surround WW Congresses
• Review and recommend with 3rd party logistical vendor on external registration for housing and activities that surround WW Congresses for BMS invited HCP’s
• Recommend and review multi-faceted series of tactics for enhanced customer engagement and management

Pre-Congress Activities:

• Develops the congress specification based on corporate worldwide needs, (i.e. # of sleeping rooms on which night, meeting space needs, what days, how long).
• Act’s as a SME (Subject Matter Expert) making sponsorships, meeting space, booth space recommendations to the sponsor based on the congress goals and objectives
• Develops a high level budget based on congress activities to get to aggregate Total Meeting Costs (TMC=fully loaded total costs and expenses enterprise wide for worldwide congresses).
• Make recommendations of the functions needed on the CORE Team – 10 attendees, develop their roles/responsibilities/commitments on this team.
• Maintain leadership support to ensure CORE team members are empowered to make appropriate decisions within a timely manner.


Manages and Executes Project Plans

• Acts as a project leader on the CORE team by managing project plan and timelines.
• Oversee 3rd party suppliers for accountability on project plans and timelines
• Ensure that all employees and 3rd party suppliers are compliant
• Ensures all 3rd party services are provided with high standards, timeliness, efficiency and accuracy
• Review and approve with appropriate parties general materials and correspondence for congress messages internal/external including e-mail blasts, confirmation notices, welcome materials, instructional guides, schedule of events
• Approve registration site and management of RSVP process through 3rd party meeting tool
• Research , review and recommend technology tools to be utilized for internal customer engagement at congresses
• Develop and maintain strong interpersonal relationships with BMS stakeholders and customers
• Responsible for liaising with WW Markets for specific congresses activities, i.e. sponsorship participation, invitee list, post-congress market reconciliation (employees and HCP’s)
• Engage with WW Security Teams
• Partner with WW Compliance and local compliance
• Development of congress timelines, enforce adherence to adoption of timeline accountability
• Responsible for CORE team accountability with timelines and communications
• Create the communication slide deck and in collaboration with the congress sponsor update weekly or bi-weekly depending on frequency of CT meetings
• Create sharepoint site and update sharepoint site as needed per congress
• Create Congress road map for large scale complex congresses
• Oversee WW Congresses and related activities that surround the congress to ensure best in class event
• Responsible for negotiation and relationship for congress related associations and serve as main point of contact BMS
• Ensure compliance policies are met to support WW Congresses
• Act as main contact for all associations.
• Participate in all BMI meetings (Business Industry Meetings) to establish and maintain relationship with Associations.

These job descriptions are examples. Looking for work?

Find JobsFind Jobs